Billing and Payment Protocols Clause Samples

Billing and Payment Protocols. This MOA does not automatically obligate DNRC to facilitate payment for law enforcement duties which would ordinarily be the MHP’s responsibility on a wildland fire. Reimbursement will be based on the “you order, you pay” basis. Costs for resources ordered through mutual aid (i.e. MHP mutual aiding a County Sheriff’s Office) or independent action, without the concurrence of the Agency Administrator and IC/IMT will be the responsibility of those organizations to cover or negotiate. Reimbursement requires Agency Administrator approval and documentation. For approved mobilizations, personnel remain employees of MHP and the agency is responsible for all initial payroll, tax withholding and workers compensation costs. Expenses are then submitted to DNRC for reimbursement with a detailed invoice upon completion of the incident. All costs submitted for payment will be reimbursed in accordance with the salary schedules and/or Collective Bargaining Agreements in place unless other resource rates are established prior to mobilization. DNRC does not pay portal-to-portal salary expense or rates. Initial travel and per diem expenses must be paid through the employing agency and can be submitted to DNRC for reimbursement along with the agency invoice. Per diem will be reimbursed at established State of Montana employee travel policy rates and processes. Vehicles will be billed and reimbursed at rates found in NR Supplement Chapter 20 or 50 SIIBM. Fuel/oil operating costs will be reimbursed with proper documentation (e.g. detailed receipt) for time assigned to the incident. Law enforcement vehicles may also be reimbursed normal maintenance expenses (e.g., oil changes, tires etc.) at the discretion of the DNRC Area Office if deemed appropriate, such as if equipment was used excessively on the incident above normal wear and tear. A. Reimbursement Process and Requirements Quality supporting documentation is key to a smooth and prompt reimbursement process. MHP shall coordinate their billing efforts through DNRC. MHP will aggregate the following information into a complete financial package and submit to DNRC for payment: • A copy of the Resource Order from the wildland dispatch center. • An invoice on MHP letterhead that lists the invoice number, invoice date, total amount due, incident name being billed, MHP address, contact name, number and email address; • A summary report that details daily overtime hours worked, ▇▇▇▇▇▇▇’s regular and overtime rates including benefits, ...